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Grievance Resolution Letter

A grievance resolution letter communicates the company's decision on an employee's grievance after a hearing or investigation. It explains the outcome and the reasons, lists the actions the company will take with timelines, and tells the employee how to appeal if they are not satisfied.

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[Company Logo][Company Name]

GRIEVANCE RESOLUTION LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Outcome of your grievance dated [Date]

Dear [Employee Name],

Thank you for raising your grievance regarding [brief description] and for attending the hearing on [Date]. The matter has been reviewed by [Name, Designation], who considered your account, the documents you provided, and information gathered from [relevant departments / witnesses].

Outcome: Your grievance has been [upheld / partly upheld / not upheld].

Reasons: [Explain in two or three sentences what was found and why, e.g., payroll records confirm overtime for the month was not processed, while a change of department could not be accommodated because of current vacancies]

Actions the company will take:

Action	Responsible	Target Date
Payment of arrears of ₹[Amount]	[Payroll Team]	[DD/MM/YYYY]
[Action 2, e.g., revised shift roster]	[Reporting Manager]	[DD/MM/YYYY]
Follow-up meeting with HR	[HR Name]	[DD/MM/YYYY]

If you are not satisfied with this outcome, you may appeal in writing to [Appeal Authority, Designation] within [Number] working days of receiving this letter, stating the grounds of your appeal.

We value your decision to raise this concern. You will not face any adverse treatment for doing so; if you experience any, please inform HR immediately.

Yours sincerely,

For [Company Name]
[Authorised Signatory]
[Designation]

Received by
[Employee Name]
Date: [Date]

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What this template includes

Summary of the grievance and the process followed
Clear outcome: upheld, partly upheld or not upheld
Reasons for the decision in plain language
Action plan with owners and target dates
Right of appeal, to whom and by when
Reassurance against retaliation and invitation to report concerns

When to use it

After the grievance hearing or investigation has concluded and a decision is made
When the company agrees to corrective action such as paying arrears or changing a shift
When the grievance is partly upheld and the employee needs a clear explanation
When the decision should be on record before the appeal window starts

How to customise this template

1Pick the outcome wording that applies and delete the rest
2Fill in each corrective action with the responsible person and date
3Insert the appeal authority and appeal period from your policy
4Keep confidential details about other employees out of the letter
5Have the letter signed by the decision-maker, not the investigator

HR tips

Explain reasons even when the grievance is not upheld; it reduces repeat grievances
Do not disclose disciplinary action taken against another employee
Follow up to confirm each promised action actually happened
Use simple language and, where possible, the employee's preferred language

For HR & hiring managers

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Frequently asked questions

What is a grievance resolution letter?+

It is HR's written decision on an employee's grievance, setting out the outcome, the reasons and any actions the company will take.

Can the employee appeal the decision?+

Most grievance policies allow an appeal to a higher authority within a fixed period. The letter should state who to appeal to and by when.

Should the letter mention action against the other employee?+

Generally no. The complainant can be told that appropriate action has been taken, but details of another employee's disciplinary matter stay confidential.

All 50 employee relations & grievances →

[Company Logo][Company Name]
GRIEVANCE CLOSURE LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Closure of grievance case no. [Reference Number]
Dear [Employee Name],
This letter confirms that your grievance dated [Date] regarding [brief description] is now closed with effect from [Date] for the following reason:
- All actions set out in the resolution letter dated [Date] have been completed
- The appeal period ended on [Date] and no appeal was received
- The appeal was decided on [Date] and the decision is final
- You withdrew the grievance voluntarily by your letter/email dated [Date]
Letter · Word
Grievance Closure Letter
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[Company Logo][Company Name]
EMPLOYEE GRIEVANCE FORM
Company:
[Company Name]
Grievance Case No.:
[Reference Number]
Date of Submission:
[Date]
Use this form to formally raise a work-related grievance. Please write clearly and attach any supporting documents. Complaints of sexual harassment must be submitted to the Internal Committee under the company's POSH policy and not on this form.
Section A: Employee Details
Employee Name
Employee ID
Designation
Department
Work Location
Reporting Manager
Mobile Number
Official Email
Section B: Nature of Grievance
- Salary, wages, overtime or deductions
- Leave or attendance
- Working conditions, shift or safety
- Transfer, promotion or appraisal
- Interpersonal issue with a colleague or manager
- Application of a company policy
- Other (please specify)
Form · Word
Employee Grievance Form
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[Company Logo][Company Name]
ACKNOWLEDGEMENT OF GRIEVANCE
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Acknowledgement of your grievance dated [Date]
Dear [Employee Name],
We acknowledge receipt of your grievance submitted on [Date] regarding [brief neutral description of grievance]. It has been registered under case number [Reference Number]. Please quote this number in all future communication on this matter.
Your grievance has been assigned to [Reviewer Name], [Reviewer Designation], who will review the matter in line with the company's Grievance Redressal Policy. The next steps are:
Letter · Word
Employee Grievance Acknowledgement
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[Company Logo][Company Name]
GRIEVANCE INVESTIGATION FORM
Case No.:
[Reference Number]
Date Opened:
[Date]
Classification:
Strictly Confidential
Part 1: Case Details
Complainant [Employee Name], [Employee ID], [Department]
Respondent (if any): Name, Designation, Department
Date grievance received
Grievance category
Part 2: Terms of Reference
Issue 1 to be investigated
Issue 2 to be investigated
Issue 3 to be investigated
Matters outside scope (if any)
Target completion date
Part 3: Investigator Appointment and Independence
Form · Word
Grievance Investigation Form
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[Company Logo][Company Name]
GRIEVANCE INVESTIGATION REPORT
Case No.:
[Reference Number]
Report Date:
[Date]
Prepared by:
[Investigator Name], [Designation]
Submitted to:
[Decision Maker Name]
Classification:
Strictly Confidential
1. Executive Summary
This report sets out the investigation into the grievance raised by [Employee Name], [Designation], on [Date]. Of the [Number] issues investigated, [Number] were substantiated, [Number] were not substantiated and [Number] were inconclusive.
2. Background and Terms of Reference
[Brief neutral description of the grievance.] The investigator was appointed on [Date] by [Name] to examine: (a) [Issue 1]; (b) [Issue 2]; (c) [Issue 3].
3. Methodology
Report · Word
Grievance Investigation Report
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[Company Logo][Company Name]
NOTICE OF GRIEVANCE HEARING
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Hearing of your grievance (Case No. [Reference Number])
Dear [Employee Name],
Further to your grievance dated [Date] concerning [brief description], you are invited to a hearing to discuss the matter in detail. The details are:
Particular Details
Date [DD/MM/YYYY]
Time [Time]
Venue / Link [Meeting Room, Address or Video Link]
Panel [Name, Designation]; [Name, Designation]
Note-taker [HR Name]
Notice · Word
Grievance Hearing Notice
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[Company Logo][Company Name]
CONFLICT RESOLUTION FORM
Ref. No.:
[Reference Number]
Meeting Date:
[Date]
Facilitator:
[Facilitator Name], [Designation]
Parties
Party A [Employee Name], [Designation], [Department]
Party B [Employee Name], [Designation], [Department]
Issues Discussed
1. [Issue 1, e.g., allocation of client follow-ups]
2. [Issue 2, e.g., tone in team chat]
3. [Issue 3]
Agreed Commitments
Form · Word
Conflict Resolution Form
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[Company Logo][Company Name]
LETTER OF COUNSELLING
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Counselling regarding [concern, e.g., punctuality]
Dear [Employee Name],
This letter follows our discussions on [Date] and [Date], when your reporting manager, [Reporting Manager], spoke with you about [concern]. At that time, it was agreed that you would [agreed improvement].
Since then, the following has been observed:
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Counselling Warning Letter
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